Despite the call to go paperless, hard copies of documents and other files are still a necessity in a corporate setting. Most establishments and agencies also prefer to receive signed copies on paper than in a digital version. Thus, the need for a printer.

But with the variety of machines and brands on the market, some of which come with added functionalities, choosing the best equipment can be complicated.

Here are some things to consider that will help you think quicker when purchasing a printer.

Size of your workspace

Where do you want to set the printer?

If you have a limited office or desk space, a desktop printer is an ideal choice. Go big if there is enough room. Whichever you choose, you should leave room for the paper tray or clearance for when you need to open the rear of a printer when changing cartridges, for example.

You should also take into account other items you might need in the office, such as a file cabinet and shelf, which may crowd the space and make the room less conducive to working comfortably.

Printing volume

How many printouts do you go through in one day? An average of 50, 100, or 200? Printers are more than capable of spitting out more than 100 prints in a day, with each page printed in seconds. Depending on the machine, however, it may consume less or more ink cartridges in a week or a month.

This is why you need to determine your office’s daily printing volume so you can choose a cost-efficient printer. One that copies, scans, and faxes at the same time will save you money as well.

Inkjet or Laser

The two common printers in the market today are the inkjet and laser printer, both have their share of pros and cons but deliver top-quality results. Think about your printing needs to help make an informed decision.

For example, if you wish to print high-resolution photos or colored documents, an inkjet printer will be the ideal device. Laser printers print faster and are best used when printing monochrome documents that come with high-quality text.

Printer Features

Some features to consider when getting a printer include the print speed, print resolution, quality, and network connectivity. Choosing the best features will help you know what the best printer is for your office needs.

When it comes to the networking capability, modern printers use wired and/or wireless connection. You can connect them to your computer using an Ethernet, Wi-Fi, NFC (Near-Field Communication), or Bluetooth. The same modes, except for Ethernet, can be used to connect your printer to your smartphone or tablet as well.

Paper Tray Size

If you need to print a lot of documents but you have to keep on restocking the supply due to its small size, a large paper tray solves that problem. Printing a huge volume of documents is best done when using a large paper tray where you can print in one go without having to constantly refill.

Duration or Working Life

Most people tend to purchase their printer because it fits their budget, but the printer they bought may not last long and is costly to repair or replace. Think about the long-term factors when buying your printer, especially when it comes to its lifespan. The longer the lifespan the better it is to use.

Consider the additional costs

The last thing to consider before buying your very own printer is thinking of the additional costs that come with the printer. Think about how much you would need to spend to refill ink cartridges or how much you will pay for additional IT services when your printer experiences problems. It is best to map it down so you can carefully budget how much you will spend on a weekly or monthly basis or throughout the working life of a printer.

On top of these, check the printing quality. The higher the resolution the better the printout. This could mean higher ink consumption, however.

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